Please nominate your name for a board position by 11:59PM MT on February 9, 2016. An online vote for members only will follow on the week of February 8.  We will follow up with voting for Committee Chairs later in the month.

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Board Role Descriptions

 

Position: Chairperson (President)

Time Commitment

Approximately 5-10 hours per week

 

Authority and Responsibility

As a member of the Board, the Chairperson provides leadership to the Board of Directors.

 

Bylaw Requirements

The President shall be ex-officio a member of all Committees. He/she shall, when present, preside at all meetings of the society and of the Board. In his/her absence, the Vice-President shall preside at any such meetings. In the absence of both, a chairperson may be elected at the meeting to preside.

Term

The Chairperson is elected at the Annual General Meeting. The Chairperson serves for a 1-year term. The Chairperson may be released at the end of the elected term, by resigning, or according to MADE's bylaws.

 

General Duties

A Chairperson leads the executive committee which manages and ensures programs and services are implemented.

 

The Chairperson:

a. Ensures the Board adheres to MADE's bylaws.

b. Prepares the Board's agenda with input from Board members.

c. Chairs the meetings of the board.

d. Encourages all Board Members to participate in meetings and activities.

e. Keeps the Board's discussion on topic by summarizing issues.

f. Keeps the Board's activities focused on the organization's mission.

g. Ensures that committee chair persons are appointed.

h. Orients Board members and committee chairpersons to the Board.

i. Recognizes Board Member's contributions to the Board's work.

j. Acts as one of the signing officers for cheques and other documents, such as contracts and grant applications.

k. Serves as ex-officio member of all committees.

I. Promotes the organization's purpose in the community and to the media.

m. Forms and maintains partnerships with other organizations to support the organization’s mandate.

n. Prepares a report for the Annual General Meeting.

o. Orients the incoming Chairperson.

 

Position: Vice Chairperson

Time Commitment

Approximately 4-8 hours per week

 

Authority and Responsibility

As a member of the Board, the Vice Chairperson acts in the absence of the Chairperson.

 

Term

The Vice Chairperson is elected at the Annual General Meeting. The Vice Chairperson serves for a 1-year term. The Vice Chairperson may be released at the end of the elected term, by resigning, or according to MADE's bylaws.

 

General Duties

A Vice Chairperson learns the duties of the Chairperson and keeps informed on key issues.

 

The Vice Chairperson:

a. Works closely as consultant and advisor to the Chairperson.

b. Prepares to serve a future term as Chairperson.

c. Chairs at least one major committee.

d. Acts as signing officer for cheques and other documents.

e. Orients the new Vice Chairperson.


 

Position: Secretary

Time Commitment

Approximately 5-10 hours per month

 

Authority and Responsibility

As a member of the Board, the Secretary maintains all records and documents. In the absence of the Chairperson, Vice Chairperson, chairs Board meetings until election of an alternate Chairperson.

 

Bylaw Requirements

It shall be the duty of the secretary to attend all meetings of the society and of the Board, and to keep accurate minutes of the same. He/she shall have charge of the Seal of the society which whenever used shall be authenticated by the signature of the Secretary and the President, or, in the case of the death or inability of either to act, by the Vice-President in case of the absence of the Secretary, his/her duties shall be discharged by such officer as may be appointed by the Board. The Secretary shall have charge of all the correspondence of the society and be under the direction of the President and the Board.

The Secretary shall also keep a record of all the members of the society and their addresses, signed minutes of the various meetings as required, and collect and receive the annual dues or assessments levied by the society. Such monies shall be promptly handed over to the Treasurer for deposit in a Bank, Trust Company, Credit Union or Treasury Branch as required.

Term

The Secretary is elected at the Annual General Meeting. The Secretary serves for a 1-year term. The Secretary may be released at the end of the elected term, by resigning, or according to MADE's bylaws.

 

General Duties

A Secretary creates and maintains all documents associated with programs and services.

 

The Secretary:

a. Maintains copies of the organization's bylaws.

b. Maintains a list of Board Members, committees and general memberships.

c. Notifies Board Members of meetings.

d. Records Board attendance at meetings.

e. Records minutes of the Board meetings and distributes copies to all Board Members.

f. Records all motions and decisions of meetings.

g. Signs Board minutes to attest to their accuracy.

h. Records all corrections to minutes.

i. Keeps copies of committee minutes.

j. Conducts general Board correspondence.

k. Keep records of all Board correspondence.

I. Signs official documents of the organization as required.

m. Shall keep a record of all members of the society and collect and receive the annual dues or assessments levied by the society, Such monies shall be promptly turned over to the treasurer for deposit in a bank, trust company, credit union or treasury branch as required.

n. Files annual return, amendments to the bylaws and other incorporating documents with the corporate registry.

o. Orients the new Secretary.


 

Position: Treasurer (Finance Committee Chairperson)

Time Commitment

Approximately 5-15 hours per month

 

Authority and Responsibility

As a member of the Board, the Treasurer has the responsibility to oversee the financial functioning of the organization and reports to the board on the financial state of the organization.

 

Bylaw Requirements

The Treasurer shall receive all monies paid to the society and be responsible for the deposit of same in whatever Bank, Trust Company, Credit Union or Treasury Branch the Board may order. He/she shall properly account for the funds of the society and keep such books as may be directed. He/she shall present a full detailed account of receipts and disbursements to the Board whenever requested and shall prepare for submission to the Annual Meeting a statement duly audited of the financial position of the society and submit a copy of same to the Secretary for the records of the society. The Office of the Secretary and Treasurer may be filled by one person if any annual meeting for the election of officers shall so decide.

Term

The Treasurer is elected at the Annual General Meeting. The Treasurer serves for a 1-year term. The Treasurer may be released at the end of the elected term, by resigning, or according to MADE's bylaws.

 

General Duties

A Treasurer is responsible to oversee the financial functioning of the organization.

 

The Treasurer:

a. Keeps financial reports on file.

b. Chairs the finance committee.

c. Acts as signing officer, with another officer for cheques and other documents.

d. Keep accurate accounts of Board receipts and disbursements for Board-related expenditures.

e. Receives and banks all monies paid to the society and is responsible for the deposit of same in whatever Bank, Trust Company, Credit Union or Treasury Branch the Board may order.

f. Disburses all monies as directed by the Board.

g. Prepares and monitors overall budget with Finance Committee.

h. Files necessary financial reports, tax reports and audits.

i. Prepares for submission to the Annual Meeting a statement of the financial position of the society and submit a copy of the same to the Secretary for the records of the society.

j. Orients the new treasurer.


 

Position: Board Member (Director - 3 positions)

Time Commitment

Approximately 5 hours per month

 

Authority and Responsibility

The Board of Directors is the legal authority for Media, Art & Design, Exposed in Edmonton Society (MADE). As a member of the Board, a Board member acts in a position of trust for the community, and is responsible for the effective governance of the organization.

 

Requirements

Requirements of Board membership include:

a. Commitment to the work of the organization.

b. Knowledge and skills in one or more areas of Board governance: policy, finance, programming, personnel, and advocacy.

c. Attendance at monthly Board meetings.

d. Attendance at meetings of assigned committees.

e. Attendance at Annual General Meetings.

f. Support of, and participation in, fundraising events, and special events.

 

Term

Board Members are elected at the Annual General Meeting. Board Members serve for a 1- year term. Board Members may be released at the end of the elected term, by resigning, or according to MADE's bylaws.

 

General Duties

A Board Member is fully informed on organizational matters, and participates in the Board's deliberations and decisions in matters of policy, finance, programs, personnel and advocacy.

The Board Member must:

a. Approve, where appropriate, policy and other recommendations received from the Board, or its standing committees.

b. Monitor all Board policies.

c. Review the Board's structure, approve changes, and prepare necessary bylaw amendments.

d. Participate in the development of MADE's organizational plan and annual review.

e. Approves MADE's budget.

f. Assists in developing and maintaining positive relations among the Board, committees, members, and community to enhance MADE's mission.

g. Prepares for board meetings and assigned committee meetings by reading the agenda and associated material including previous minutes, before the meeting. Brings all necessary reports and information to assigned meetings and is prepared to discuss items on the agenda.

h. Ensures the Board adheres to MADE's bylaws.